It is possible to edit e-mails sent by TIM, for example e-mails that are meant to inform users about new task assignments. The text of an e-mail may be changed. To do this, the file tim.properties has to be opened with a word-processing program. This file is located in the following directory:
.../standalone/configuration/
All e-mails may be sent either as a normal text or as HTML-mails.
Via the menu item Notification Mails, e-mails used to inform users about completed tasks can be edited.
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Via this menu item, e-mails used to inform users about archived instances can be edited:
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Via this manue item, email used to inform users about archived instances can be edited:
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Via this menu item, e-mails informing users about AdHoc tasks can be edited:
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Via this menu item, emails used to inform users about a reactivated AdHoc tasks can be edited.
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Via this menu item, emails used to inform users about an newly attached blog-article.
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Via this menu item, texts of e-mails used to assign new tasks to employees can be edited:
The e-mails that are sent by the system as reminders for unfinished tasks can be edited in a similar manner:
The e-mails that are sent by the system as reminders for unfinished nodes can be edited in a similar manner:
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Via this menu item, e-emails used to infeorm users about an e-mail which couldn't be sent can be edited:
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E-mails that inform about the escalation of a process are also editable:
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Within the e-mail text, system variables can be used. These variables will then be replaced by the respective values. The example below shows this functionality in action.
Hello,
please review the documents attached to task ${SYS.TASK_NAME} and verfify their correctness.
Subsequently, report the status of the process instance ${SYS.PROCESSINSTANCE_NAME} to your supervisor.
Thanks you.
The variables ${SYS.TASK_NAME} and ${SYS.PROCESSINSTANCE_NAME} will be replaced in the email text by the task name and the process instance name respectively. For a complete list of available system variables visit the variable helper page.
HTML-Taskmails can be used to edit the content of an e-mail. For example, pictures can be included and simple links may be embedded within the text. In contrast, this option would not be possible to implement with ordinary Taskmails. To enable this kind of functionality in an HTML-mail, the parameter of the Taskmail text has to start with the following value:
<html><head><meta http-equiv="Content-Type" content="text/html; charset=UTF-8"></head><body>
For example:
taskmail-text=<html><head><meta http-equiv="Content-Type" content="text/html; charset=UTF-8"></head><body>You have received a new task: ${taskName} <br/> in the process: ${processDefinitionName}. <br/> \nn\nGo directly to the task: <a href="${taskLink}">${taskName}</a></body></html>
An individualized subject heading and text for each e-mail can be implemented with each definition and/or node. The corresponding entry in the file tim.properties would then look like this:
taskmail-text-processdefinitionsname-nodename-with-spacecharacter=The text in the mail is referring to a specific node within a certain process
taskmail-subject-processdefinitionsname-nodename-with-spacecharacter=You have been assigned the task ${SYS.TASK_NAME} within the process ${SYS.PROCESSINSTANCE_NAME}
If possible, an individual text will be assigned to a specific node for each taskmail. If this is not possible, a search for a related e-mail message will be conducted for the process definition. Finally, if this text is also not available, then the standardized text will be used. The following is an example of an individualized e-mail text for each process definition:
taskmail-text-processdefinitionname-with-spacecharacter=This is the text for the task of the process definition ${SYS.PROCESSDEFINITION_NAME}
taskmail-subject-processdefinitionname-with-spacecharacter=The task ${SYS.TASK_NAME} in the process ${SYS.PROCESSINSTANCE_NAME} has been assigned
Depending the language of the logged in user, the mails can have different languages. The location/language is deoted by a prefix:
taskmail-subject-de-processdefinitionsname-nodename = Here is a german subject taskmail-text-de-processdefinitionsname-nodename = Here is a german text
taskmail-subject-en-processdefinitionsname-nodename = This an english subject taskmail-text-en-processdefinitionsname-nodename = This is the english mailtext
To enable the functionality of taskmails for individual users, the option “Prefer to receive messages by e-mail” can be activated in the user profile. This setting is also available to users within the entire system by accessing the client profile.
If an error occurs while sending a mail and the “send message in case of failure” is selected within the Client Profile, then a mail will be sent to the selected group. The mail has the following form:
mail-not-sent-subject=Mail not sent Id: ${MAIL.ID} Subject: ${MAIL.SUBJECT}
mail-not-sent-text=The following errors occurred during sending.\n\n
Additionally, the exception that occurred will be attached to the mail text